Exporting health information

Export one patient’s complete health information

Export health information makes one file of everything Hero keeps for a patient: visits, notes, results, medications, billing, messages and documents, in a computable format another system can read. Use it for a transfer of care, a patient’s request for their complete record, or moving to another system. Exports run in the background, every export is kept in an audit log, and the file downloads through a short-lived private link.

1. Check the feature is on. Export health information is on for every practice by default. A practice administrator can switch it off, or back on, in Admin → Additional Features and press Save Changes.
2. Open the patient’s Patient Information screen. In its sidebar, under Administration, choose Export Health Information. Physicians and practice administrators see it; other staff need Export a patient’s complete health information file (in the Office Manager role profile) and access to that patient.
3. Press Start export. A progress bar shows each step and the percentage; you can leave the page and come back. Only one export per patient runs at a time.
4. Download it. When the export reads Ready, its row shows the number of records and files, the size, and available until …. Press Download. Each press makes a new private link that works for 15 minutes (your practice can change this).

The list keeps the newest 20 exports with who ran them and when. What's in the file opens the public description of the file format; the same link is inside every file.

Export all practice data

Admin → Export all practice data (in the Money and admin group) makes the same kind of file for every patient: “Every patient’s complete record in one computable file, for moving the practice to another system. Large practices can take a few hours.” It works like the single-patient export (Start export, progress, Download), and also includes psychotherapy notes, labelled as stored, and the names of your staff.

It is for practice administrators and the owner, and for staff given Export all of the practice’s patient data. Only the owner or an administrator can give that permission, and no role profile includes it.

Export settings

On the same page, Export settings apply to patient exports and practice exports:

Press Save. A new keep time applies to exports that finish after the change.

Export statuses and what to do

The download is a .zip file with a README.txt, a list of its contents, one data file per kind of record, and the documents themselves. It is meant to be read by another system, not printed; for a readable copy for the patient, the patient uses Download or send in the portal.